CalPath Connect - April 2023

April 7, 2023

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In this Issue

  • New Ask UCPath Landing Page 
  • Student Employees Changing - no longer Optout from Equifax
  • 2023 Benefits Billing Calendars
  • Payroll Adjustment Form now in the UCPath Forms Library
  • Improved Time Collection
  • New Action Reason to capture Cubicle/Room/Suite changes

UCPath Systemwide Updates

New Ask UCPath Landing Page 

On April 17th UCPath will update the "Ask UCPath" site with a new design that improves the user experience. The redesign offers user-friendly search options for quick information access, enhances self-service capability, and introduces a new web page for transactors who have "Submit an Inquiry on Behalf of Employee" access.

New Ask UCPath Landing Page

What is changing?

All Employees
After the update, "Ask UCPath" site users will enjoy a redesigned landing page with the following features:

  • Enhanced "Quick Search" for fast access to frequently requested content
  • Prioritized "trending topics" with commonly requested items like tax forms
  • A frequently asked questions (FAQ) section
  • Easy to access employee resource links

"Submit an Inquiry on Behalf of" (SOBO) Transactors
Transactors will enjoy these changes and enhancements after the update:

  • New "Ask UCPath" web page for transactors
  • Enhanced "Quick Search" for fast access to frequently used content
  • Streamlined knowledge base/help library
  • Easy to access transactor resource links

Student Employees Now Included in the Equifax File

Beginning April 27, 2023 all student employees' records will be changed to automatically opt into being included on the file sent to Equifax used by The Work Number (TWN) for employment verification.  

If a student employee does not want to be included in the the file sent to Equifax/TWN, they will need to take action to opt out.  Please see the Opt-Out job aid

UCPath center is working on a direct communication to existing student employees notifying them of this change.

Please consider adding this information about the ability to opt-out  to students onboarding materials (if not already included) for new student employees hired after April 27th. 


2023 Benefits Billing Calendars

The Benefits Resources page was updated to reflect the following changes:

  • Added 2023 benefits billing calendars: de-enrollment and processing
  • Moved 2021 benefits billing calendars to archived: de-enrollment and processing

Access the content by navigating to: UCPath > Quicklinks > Benefits Resources > section Location Users – Administrators > Benefits Billing Calendars

Benefits Resources page


Payroll Adjustment Form now in the UCPath Forms Library

UCPath added the Payroll Adjustment Form Excel template to the UCPath Forms Library. This form is required when submitting a payroll adjustment request via a case inquiry. 

Instructions for completing the form under different adjustment scenarios are in the new Payroll Adjustment Scenarios presentation. This presentation is available via the Location Support Site in the Operational Alignment section.  

To locate the Payroll Adjustment Form in UCPath, click the following options: Forms Library > Payroll > Payroll Adjustment Form Template

Submit a completed Payroll Adjustment Form by logging in to UCPath and clicking “Ask UCPath.” Use the following options when creating your inquiry:
Topic: Payroll
Category: Select “Submit Form – Payroll Administration.”

Additional Resources:

Payroll Adjustment Form now in the UCPath Forms Library

Improved Time Collection

The UCPath Center is implementing a software module named Time and Labor. This will change how files sent from locations will be processed for payroll. The reason for this change is the software is fully vendor supported unlike our current process and offers other operational benefits. Payroll administrators will notice the following changes in the time and labor on-cycle data available on April 21. 

What is Changing:

  • The new process will summarize data weekly instead of daily. 
    • Time will be calculated and summed by FLSA work week (weekly date on Saturday), earn code, and pay rate and will also be displayed in this manner on the review paycheck screen and review paycheck summary screen.
    • Ensures rounding is done on a workweek basis, to align with FLSA overtime regulations. 
  • Users with access to the PREPSHUP page will have access to the new Timesheet page on which they will be able to view the time and labor data submitted by their Location to the UCPath Center. Access to the Timesheet page is subject to row-level security. This access is view only. You should continue to refer to CalTime for timecard information and verify payroll information in precalc and calculated status on the paycheck screen in UCPath. 
    • The navigation to this page is: Manager Self Service > Time Management > Report Time > Timesheet.
  • Payroll data available in the reporting instance( RI) will be summarized weekly by employee, earnings end date, and FAU overrides. 

What is not changing:

  • The current format and method for locations to submit time, attendance, deductions, etc., will remain the same. 
  • The pay advice will remain the same, as earnings on the pay advice are already summarized by earning codes, FLSA week, and FAU overrides.


New Action Reason to capture Cubicle/Room/Suite changes

A new Action Reason code CRS - Cubicle/Room/Suite Changes - has been added under Data Change Action Code. This will help define a correct Action Reason code to choose when the only change on an employee’s Job record is the Cubicle field in UC Job Data.

Job Aid Links: 

New Action Reason to capture Cubicle/Room/Suite changes

In Case You Missed It

Retroactive changes have a significant impact on employee job and position data

Retroactive job changes will be placed in the correct sequence in the job data stack – and will update all subsequent rows which may change or remove data. Always use the Workforce Job Summary link to review existing job rows. If data corrections are required, submit an inquiry with the appropriate form (Position Update or Job Data Update.)

Resources can be found on the UCPath help site for Workforce Administration PHCMWFAL270: PayPath Transactions